To continue to meet legal, business and regulatory compliance challenges, businesses must be able to keep and protect important information and quickly find what’s relevant. Spending days, if not weeks, manually sifting through millions of files to find the small number that are relevant isn’t just expensive—it isn’t an option.
At Microsoft, we know how demanding and complex compliance can be. As you might imagine, being a large enterprise operating at a global scale, we’re subject to many discovery requests every year. Our legal department uses the eDiscovery features of Office 365 to improve the accuracy and usefulness of our discovery results and save time and money.
Our white paper titled “Office 365 meets evolving eDiscovery challenges in a cloud-first world” walks you through the rich eDiscovery capabilities in Office 365 and gives examples of how we use them at Microsoft to help satisfy compliance and legal requests in a timely and cost-effective manner.
When organizations migrate to the cloud, they are better served by solutions that are designed for the cloud from the beginning. That’s why at Microsoft, we’ve adopted a cloud-first strategy. Our solutions give our customers increased efficiencies, cost savings and security in the cloud—right from the start. Our Office 365 eDiscovery solution brings eDiscovery to the cloud in a scalable, efficient, always up-to-date and secure environment.
Before Office 365 eDiscovery was available, we had to manually collect content from various sources. Gathering a large volume of content and loading it into an offline processing tool took time. Then we had to reprocess it. With collection, processing and remediation, it could take between two and three weeks to give outside counsel the documents they requested. Today, we do most of this work in hours, not days or weeks. We start to export content on the fly and can have it ready for counsel to load into their review tool by the end of the day.
With eDiscovery search, we typically reduce the amount of content in a case by about 95 percent. However, this still leaves large volumes of data that need to be submitted to the very costly process of legal review. Advanced eDiscovery helps us reduce these costs significantly: we typically see a further reduction of 30 percent by eliminating duplicate files and grouping near-duplicates, and another 25 percent by consolidating email threads.
All organizations, regardless of size and industry, have data that they consider sensitive. Data Loss Prevention (DLP) is an important capability for protecting this information from getting into the wrong hands. We are always looking to enhance the DLP solution in Office 365 to help meet this organizational need. Today, we are pleased to announce a single management experience for DLP policy creation and reporting across Exchange Online, SharePoint Online and OneDrive for Business. In addition, we are introducing enhancements to the DLP data delivered via the Management Activity API.
Unified policy creation
To date, IT admins have managed DLP for Exchange Online via the Exchange admin center (EAC), while managing DLP for SharePoint Online and OneDrive for Business from the Office 365 Security and Compliance Center. Now admins can create a single DLP policy in the Office 365 Security and Compliance Center that covers Exchange Online, SharePoint Online and OneDrive for Business. The unified DLP platform allows organizations to manage multiple workloads from a single management experience, reducing the time required to set up and maintain security and compliance within your organization.
Apply a single policy to protect across Exchange Online, SharePoint Online and OneDrive for Business.
These changes do not impact any existing policies created via the EAC, and you will still be able to create new email DLP policies in the EAC. However, we recommend you check out the new DLP management experience in the Office 365 Security and Compliance Center, as this is where you’ll see new capabilities show up in the future.
Along with unified policy creation, we also now provide a single location to view reports for your DLP policies across Exchange Online, SharePoint Online and OneDrive for Business. This makes it easier to understand the business impact of your DLP polices and uncover actions that violate policies across multiple workloads.